Audit Department Presentation - Georgia Accounting Information

DOAA Management Team
Claire Arnold
[email protected]
Reggie Beasley, Audit Manager
[email protected]
Phone: 912-486-7275
Brad Freeman, Deputy Director
[email protected]
Tim Ray, Federal Compliance
[email protected]
Phone: 404-657-5146
Tommy Harp, Deputy Director
[email protected]
Kristina Turner, Deputy Director
[email protected]
Amy Rowell, Audit Supervisor
[email protected]
Phone: 404-651-8803
DOAA Management Team
Atlanta Office
Audit Supervisor: Erica Robinson
[email protected]
Phone: (404) 651-8775
Douglas Office
Audit Supervisor: Sara Rohrbach
[email protected]
Phone: 912-389-4086
Augusta Office
Audit Supervisor: Tracy Branch
[email protected]
Phone: (706) 651-7416
Leesburg Office
Audit Supervisor: Kenneth Knight
[email protected]
Phone: (229) 759-3006
Bogart Office
Audit Supervisor: Darlene McConnell
[email protected]
Phone: (706) 227-7283
Macon Office
Audit Supervisor: Amanda Bibby
[email protected]
Phone: (478) 471-2084
Calhoun Office
Audit Supervisor: Genevieve Silvia
[email protected]
Phone: (706) 624-1327
Statesboro Office
Audit Supervisor: Caroline James
[email protected]
Phone: (912) 486-7275
Villa Rica Office
Audit Supervisor: Jennifer Thomas
[email protected]
Phone: (770) 459-6578
Engagement Process
Our engagements typically go through three
Pre-engagement and Planning
Internal Control and Substantive Testing
During each phase, communication, client
satisfaction and efficiency is extremely important.
Engagement Process
Our clients can expect the following from DOAA:
• An engagement conducted in accordance with applicable
• Clear explanation of the scope and objectives of the
• Open and frequent communication throughout the
• Secure and careful treatment of confidential information.
• A chance to respond to the potential findings and
recommendations and to have that response
incorporated into the engagement report.
• GASB Updates (Auditor Perspective)
• Common Audit Issues
• Miscellaneous Information
• Award of Distinction for Excellent Financial Reporting
• Illegal Immigration Reform Act Reporting
Items Previously Reported as Assets and Liabilities
• Objective
• Either:
• Properly classify certain items that were previously reported as
assets and liabilities as deferred outflows/inflows of resources,
• Recognize certain items that were previously reported as assets
and liabilities as outflows of resources (expenses/expenditures)
or inflows of resources (revenues)
• Effective Date
• Periods beginning after December 15, 2012 (FY 2014)
• Restatement of beginning net position will be required and an
explanatory paragraph will be added to the notes disclosures.
Insurance for the
first 6 months of
next year paid in
Currently Reported
Debt Issuance Costs
Underwriter fees
associated with
issuance of longterm debt
Currently Reported
Asset – Amortized
and reported as
annual expenses
over the maturity of
the debt
Current Period
Outflow of
Resources Received in
Advance from Imposed
Nonexchange Transaction
Payment on
next year’s
property tax levy
received in
current year
Currently Reported
Report as
Liability – Deferred
Deferred Inflow of
Revenue Recognition in
Governmental Funds
Property Taxes
NOT received
within 60 days
Currently Reported
Liability – Deferred
Deferred Inflow of
Revenue Recognition in
Governmental Funds
GSFIC Revenue
Earned but not
received within
60 days
Currently Reported
Liability – Deferred
Liability – Unearned,
Advance Revenue
Debt Refundings
resulting from
refunding of
Currently Reported
Deferred Gain/Loss
(reported as related
bonds payable)
Deferred Outflow
(Loss) or Deferred
Inflow (Gain)
Recognize as
component of
Interest Expense
over shorter of life
of old debt or new
• Restatements to Beginning Net Position if:
• Bond Issuance Costs were deferred and amortized over the life of
the bonds in the prior year.
• Entry:
• Debit Beginning Net Position, Credit Deferred Charges for balance of Deferred
Charge at July 1, 2013.
• Notes:
• Paragraph explaining the restatement. Layout will be included in the standard
notes included on our website.
Restatement necessary based on Paragraph 34 of GASB 65:
“The cumulative effect of applying this Statement, if any, should be
reported as a restatement of beginning net position or fund balance,
as appropriate, for the earliest period restated. In the period this
Statement is first applied, the financial statements should disclose the
nature of any restatement and its effect. Also, the reason for not
restating prior periods presented should be explained.”
• Other Changes that will not result in a restatement:
• District Wide Statements:
• Reclassification of Deferred Gain or Loss on Debt Refunding
• Debit/Credit Deferred Outflows/Inflows of Resources instead of
Long Term Liabilities
• Prepayment of future property tax levy:
• Credit Deferred Inflow of Resources instead of Deferred Revenue
• Other Changes that will not result in a
• Governmental Funds:
• Property Taxes Not Received within 60 days
• Credit Deferred Inflow of Resources instead of Deferred Revenue
• GSFIC Revenue not received within period determined by LEA
• Credit Unavailable Revenue instead of Deferred Revenue
• Terminology Change:
• Deferred Revenue is now Unavailable (or Unearned) Revenue
• Also have seen term “Advances”
Accounting and Financial Reporting for Pensions
• GASB 67
• Financial Reporting for Pension Plans
• Objective to improve financial reporting of state and local
government pension plans
• Expands note disclosures and Required Supplementary
Information to be reported, including Net Pension Liability which
is actuarially determined based on the Total Pension Liability
less the plan’s net position
• Effective Date
• Periods beginning after June 15, 2013 (FY 2014)
• GASB 68
• Accounting and Financial Reporting for Pensions
• Objective to improve financial reporting of pensions by state and
local governments (employers)
• Expands information to be reported, including recording the
employer’s proportionate share of the plan’s Net Pension
Liability on the financial statements.
• Effective Date
• Periods beginning after June 15, 2014 (FY 2015)
Plan Auditor Requirements
• Required by auditing standards to obtain sufficient
appropriate evidence that plan financial statements
reported under GASB 67 are materially correct.
• This includes evidence of accuracy and completeness of the census
data reported to the plan by employers
• Census data used by actuary to calculate the Total Pension Liability
Plan Auditor Problem
Some plans have thousands of employers how
can the plan auditor possibly test the accuracy
of all of the data submitted?
AICPA Solution
• In late February 2014 issued “white paper” for
• Single-Employer and Cost-Sharing Multiple-Employer Plans: Issues
Associated with Testing Census Data in an Audit of Financial
Census Data Testing Approach
• Plan auditor select a representative group of employers each year on a
rotating basis for testing of underlying payroll records of employees
• If not feasible for plan auditor to perform site visits to directly test
census data at each employer, the employer auditor can perform the
testing and issue an attestation report.
• Plan auditor will rely on the attestation reports of the employer auditors
for evidence that the census data was complete and accurate.
Census Data Testing Approach
• TRS auditor is selecting a list of employers to test.
• DOAA or private firms will perform testing of census data at the selected
A separate examination engagement will be performed
Will review data such as hire date, birth date, salary reported, etc. and compare to
TRS data
We are currently working with TRS on testing approach and timing related to FY13
and FY14 data
Employer Auditor Requirements
• Required by auditing standards to obtain sufficient
appropriate evidence that employer’s financial statements
reported under GASB 68 are materially correct.
• This includes the proportionate share of the net pension liability
recorded on the financial statements by the employer
Employer Auditor Problem
• How to gather the information necessary to test that the net
pension liability and other pension data recorded are
materially correct?
• GASB 67 does not require the plan to allocate the shares of pension
activity to individual employers.
• How will employers get the information required to be in compliance
with GASB 68?
• GASB is leaving it to the employers and plans to coordinate.
AICPA Solution
• In late February 2014 issued “white paper” for
• Governmental Employer Participation in Cost-Sharing MultipleEmployer Plans: Issues Related to Information for Employer
Employer Pension Reporting Testing
• Plan will prepare allocation schedules of pension amounts by employer.
• Plan auditor will provide an opinion on these allocation schedules.
• Employer auditor may rely on plan auditor opinion on these schedules
as sufficient audit evidence of the employer’s recorded amounts.
GASB 67/68 More information
• Free information on
• Copy of GASB 67/68 pronouncements
• Implementation Guides with Q&A
• GASB Contact information 
Common Audit Issues
• Findings will have a very different “Cause” section
Goal is to better serve you in providing recommendations
We will ask for your input as to why the finding occurred
This will help us complete the “Recommendation” section
Also ensures that the finding has been fully discussed with you
• Management Responses
• Opportunity will be provided for you to respond to all management
letter comments which will be included in the body of the letter
• Audit finding responses are included with the findings instead of
Common Audit Issues
• Common Findings (significant deficiencies/material
• Financial Statement Preparation
• Any significant or material entries require a finding by audit standards
• The materiality is by opinion unit (District-wide, individual funds)
• Capital Assets
• Incomplete listings
• Lack of physical inventories
• Expenditure Separation of Duties
• Extends to expenditures outside of the normal process
• School Activity Accounts - Separation of Duties
• Risky area – “What would make the newspaper?”
Common Audit Issues
• Management Comments
• Excessive Fund Balance – OCGA 20-2-167
• Cannot exceed 15% of next FY General Fund budgeted expenditures
• Deficit Fund Balance
• Access controls in financial systems
• Separation of Duties – Journal entries
• Evidence of review and approval
• Salary increases to administrators when furloughs exist
• OCGA 20-2-212.6
• 30 Days public notice
• Public Hearing
• If you have Title 20 exemption due to Charter System status please
communicate to the auditor
• Do NOT create a report id for your school district. This will
be created by DOAA, your Finance Director will be added as
certifying official.
• Clearinghouse will send an email when Report ID is
created, requesting you to set up account if you haven’t.
• Each individual has their own account password.
• Superintendents are added to Report ID.
• Available July 1st at
• No major changes anticipated
FY 2014 Audit Cycle
• Due Dates:
– August 15th – Salaries and Travel Report (CS1)
– October 15th – Audit History File
– November 17th – Financial Statements and
related audit evidence to auditors
– December 15th – SPLOST Schedule
– December 31st – Public Employers Affidavit
Award of Distinction for
Excellent Financial Reporting
Award of Distinction for Excellent Financial
Reporting Recipients for FY 2013
Atlanta Independent School District
City of Bremen Board of Education
City of Chickamauga Board of
City of Gainesville Board of Education
Columbia County Board of Education
Coweta County Board of Education
Dawson County Board of Education
Decatur County Board of Education
Early County Board of Education
Evans County Board of Education
Hall County Board of Education
Houston County Board of Education
Lee County Board of Education
Lincoln County Board of Education
Marion County Board of Education
McIntosh County Board of Education
Mitchell County Board of Education
Paulding County Board of Education
Taylor County Board of Education
Telfair County Board of Education
Thomas County Board of Education
Towns County Board of Education
Washington County Board of
Webster County Board of Education
Worth County Board of Education
Fiscal Year 2014
Award of Distinction for Excellent
Financial Reporting
The Best Practice Criteria has been established to recognize better
practices for financial reporting and controls. This Award of Distinction
encourages Colleges, Universities and Local Boards of Educations to go
beyond the minimum requirements of generally accepted accounting
principles and recognize individual organizations that are successful in
achieving that goal.
DOAA Award of Distinction for Excellent Financial Reporting
Financial Statements
Financial Statements including MD&A, note disclosures, required supplementary information and
supplementary schedules and all key supporting evidence were submitted to the Audit Supervisor by
November 15.
Compliance with Transparency in Government Act
Accurate information submitted by the following established deadlines: Salary and Travel Information: August
15; Audit History Files: October 1; SPLOST Schedule : December 15, Immigration Reform Act: December 31
Quality of Financial Statements, Note Disclosures, Required Supplementary
Information and Supplementary Information
First set of financial statements, MD&A, notes, required supplementary information and supplementary
information provided for audit required only minimal adjustments during the audit.
DOAA Award of Distinction for Excellent Financial Reporting
Quality of Audit Documentation
Full supporting documentation to substantiate financial statements provided in a timely manner. Evidence easy
to locate and use for audit.
Resolution of Accounting Standards/Presentation Issues
Management resolved all accounting standards and presentation issues in a timely manner.
Key Staff
Key staff readily available and cooperative during the audit and did not contribute to any delays in finalizing the
Number and Significance of Deficiencies Identified
No significant deficiencies or material weaknesses noted during the audit. No more than 3 to 5 control
deficiencies reported within the management letter
Clear Audit Opinion
Unmodified Opinion
DoAA Certificate of Achievement
1. Publish list of entities receiving a DOAA Certificate of Achievement for
Outstanding Financial Reporting on our external website.
2. Present a Certificate to the recipients during the March Board of
Regents Meeting as part of the DOAA Audit Results presentation.
3. Provide the entity with a press release about the Certificate that could
be reported in the local organ of the entity.
Illegal Immigration Reform
and Enforcement Act
Reporting Requirements
Reporting Requirements
All ‘agencies or political subdivisions’ will be required to report the following information:
• Listing of contractors hired for the ‘Physical Performance of Services’ (O.C.G.A. §13-10-91)
• Listing of each license or certificate issued by a county or municipal corporation to private employers that are
required to utilize the federal work authorization program (E-Verify) (O.C.G.A. §36-60-6)
• Listing of each public benefit administered by the entity for which SAVE program authorization has not been
received. (O.C.G.A. §50-36-1)
‘Agency or political subdivision’ means any department, agency, authority, commission, or governmental entity of
this state or any subdivision of this state. (O.C.G.A. §50-36-4)
A separate report must be filed for each agency and for each attached agency.
All Reports are due to the Department of Audits and Accounts by December 31st. Reporting is an annual
event for every entity.
Reporting Requirements
• For each reporting requirement, only one submission per entity is allowed.
However, an entity can have multiple users of the system who can enter data for
various reporting requirements.
• The reporting period is December 1, 2013 – November 30, 2014.
• DOAA will no longer accept submissions by mail, fax, or e-mail. All ‘agencies or
political subdivisions’ will be required to upload a comma delimited file (CSV) or a
text file into the system or enter the data directly into the system.
• If an entity does not have anything to report, or is exempt from a particular section
of the report, the entity is required to indicate the requirement(s) from which they
are exempt.
Beginning with reports due on December 31, 2013, all entities must upload their
data into the collection system or enter data directly into the collection system.
Title 13 Report – Report of Contractors Hired for
the ‘Physical Performance of Services’
• SB 160 revised the definition of ‘physical performance of services
– will increase the number and types of contractors to be included in the report.
• Effective July 1, 2013, the definition was revised to mean “any performance of labor or services for a
public employer using a bidding process or by contract wherein the labor or services exceed
$2,499.99…” (this term excludes contractors who are licensed under Title 26 or 43 or by the State Bar
of Georgia).
• Agencies are required to obtain an affidavit from such contractors documenting that the contractor
is authorized to use and uses E-Verify when hiring employees. A copy of the affidavit is located on
the DOAA website at
• Agencies need to work with their attorneys to determine which contracts meet this definition.
However, the Department of Administrative Services requested guidance from the Attorney General’s
Office regarding the implementation of the new E-Verify affidavit requirement. This letter is also
available on our website at the location noted above.
Title 13 Report – Report of Contractors Hired for
the ‘Physical Performance of Services’ (cont.)
• Agencies that hire contractors with no employees are required to obtain a copy of
the contractor’s driver’s license or state issued ID card and verify that the license
was issued in a state that verifies lawful immigration. There is no affidavit required.
However, these contractors still have to be included in the report and listed as
“exempt.” (At DOAA, we require such vendors to sign a document stating they have
no employees. However, such document is not required by law.)
Tips to Help with Title 13 Reporting…
• Identify all regular contractors/vendors you conduct business with for
which an affidavit will be required. Know when the contract renewal is
due and be prepared to request the affidavit in advance of the renewal.
(Contractors/vendors that are hired for specific, one-time need may also require affidavits. However,
these need to be assessed on a case-by-case basis.)
• Review completed affidavits upon receipt to ensure the information
matches the rules being applied to each field in the collection system.
Follow up with vendors immediately if the data is incorrect.
For example – Make sure the E-Verify number is 4-6 digits in length. Our system will not accept
numbers shorter or longer, and will not accept letters or characters.
• Consider entering contractor/vendor information into a spreadsheet
based on the file layout in the collection system. If this is done, you will be able to
convert this file to a CSV or text file and upload the file into the collection system in December.
File Layout Example
File Layout: E-Verify contractor Report – Title 13
Name of
The Tree Service
20 North Rd
A Good Company
123 Dover St
XYZ Company
44 Right way
John Doe
PO Box 222
E-verify #
Date of
78544 N
11235 N
Column headings should not be included in the actual file
• Contractor e-verify number – must be a number between 4
and 6 digits
• Exempt – if exempt is (Y) Yes then no e-verify number is
• Date of Contract – format (MM/DD/YYYY)
• Contract Number – must be a unique tracking number
• Contract Amount – include decimal with two positions but
no commas or other formatting. Example: 1234.33
Other Items
Other Items
Client Satisfaction Survey - will be sent along with
the closure letter documents
LEA Training Sessions for Preparing your Financial
June 12 and 13 – Pioneer RESA
June 21 and 22 – Southwest GA RESA